Chief, Fund Administration Unit (P3)

Background:

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Programme Office in Dushanbe implements its activities in all three dimensions within the OSCE’s comprehensive and co-operative approach to security. With a special emphasis on the Central Asia region, it assists Tajikistan in tackling problems and threats to security and supports conflict prevention and crisis management measures. It also assists in strengthening democratic political institutions, the police service, rule of law and respect for human rights.

The post is located within the Fund Administration Unit of the POiD. The Chief of Fund Administration (CFA) supports the Head of Programme Office (HoM) in the day-to-day management of the Programme Office’s resources. The main purpose of the job is to ensure sound and efficient management of the Programme Office’s operations, in accordance with its mandate and the Common Regulatory Management System (CRMS), primarily by managing and working closely with the heads of FAU sections in performing their duties. In total, CFA implements oversight over 24 employees working for 5 units that include: finance, human resources, materials management, building maintenance and ICT services.

When approving administrative actions, the CFA must ensure that they are taken and implemented in accordance with the CRMS and within budget allotments and available resources. The CFA is responsible for day-to-day implementation of and compliance with the CRMS. On matters of compliance, the CFA reports to the Secretary General and the HoM. The CFA works closely with heads of 5 sections in performing daily duties. The CFA also works directly with thematic departments, providing administrative advice on CRMS-related questions, approving specific requests, and ensuring sound budgetary implementation. External contacts are maintained with officials from the host country’s Ministry of Finance (on tax regulations and diplomatic privileges), the Ministry of Foreign Affairs Protocol Department (on accreditation and visas issuance), as well as representatives of local banks on bank account management and banking conditions and services.

Tasks and Responsibilities:

Under the overall supervision of the Head of Office (HoM) and in close co-operation with the Deputy Head of Office (DHoM), the successful candidate will be tasked with the following duties:

1. Directing the overall application of the CRMS within the POiD on behalf of the Secretary-General; acting as the focal point for risk management activities; advising the HoM on administrative policies and the management of financial, human and material resources, including in urgent and compelling circumstances; advising the HoM on budgetary consequences of Programme initiatives; implementing administrative/finance/staff instructions and adapting them to local conditions when necessary in co-ordination with the Secretariat; keeping up-to-date the Approval Tree;
2. Ensuring that POiD’s financial resources are used in accordance with the financial regulations, rules and instructions; ensuring that qualified staff and internal mechanisms are in place for the processing control and reporting of financial transactions; acting as administrative approving officer for the POiD and ensuring that sufficient alternate approving officers are designated as required; ensuring that budget proposals are in accordance with the standards of the OSCE and clearly identify objectives and Outputs and the full resource cost of each; and ensuring that financial and Programme implementation reports are prepared in accordance with the Financial Regulations, Rules and Instructions;
3. Ensuring that the staff and other personnel of the Field Operation are recruited and administered in accordance with the Staff Regulations, Rules and Instructions; co-ordinating with the respective officers and contributing substantively to the drafting of appropriate administrative circulars; supporting the HoM in establishing staffing requirements; overseeing staff performance, training and welfare issues, as well as staff/management relations;
4. Ensuring that the POiD needs for goods and services are accurately assessed and properly budgeted; procurement process of goods and services implemented in accordance with the Financial Regulations and Rules, procurement standards and Instructions of the OSCE and within the limits of delegated authority; ensuring that contracts are drawn up in accordance with OSCE standards and formats and that procedures are in place to ensure proper contract administration, monitoring and control; approving contract awards;
5. Establishing the POiD’s supply chain system to deliver goods and equipment, including the functions of receipt, inspection, supply, warehousing, transportation and distribution; overseeing activities related to the inventory control; implementing asset management standards, including vehicle management and inventory system; ensuring efficient use, distribution, maintenance and operational readiness of the transport fleet; implementing the building management policies and standards of the OSCE and ensuring that they are observed when renting, refurbishing, occupying or using OSCE premises; implementing the organization-wide insurance programme and ensuring that the field operation is covered effectively and in a cost-effective manner against all identified risks; and implementing the OSCE’s travel policies and ensuring that cost-effective arrangements are in place to administer travel funds;
6. Ensuring that an information/technology local area network is in place and properly maintained in accordance with the standards of the OSCE; ensuring that communication systems are in place and maintained utilizing landline or satellite facilities; ensuring that the required equipment, software, operating and maintenance systems are secured to keep the systems in good operating order; and implementing instructions on information technology and communication matters and adapt them to local conditions and operating requirements as necessary;
7. Implementing the POiD’s records and documents management system in line with the OSCE’s established standards and applying them for registry, distribution, local filing and retrieval; implement the OSCE’s standards for classification, handling, disposal and archival of documents including institutional memory documents;
8. Liaising with local authorities on general administrative issues including on the status of international and local staff in the host country; reviewing selected portions of the local legislation when they affect administrative and personnel-related issues of relevance to the POiD; seeking legal advice and proposing solutions to the POiD’s management.

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: http://www.osce.org/programme-office-in-dushanbe

Necessary Qualifications:

• Citizenship of an OSCE participating State, excluding sole citizenship of Tajikistan;
• First-level university degree in public or business administration, administrative law or equivalent, preferably with specialization in finance or accounting and/or human resource management;
• A minimum of six (6) years of progressively responsible professional experience in general administration and/or accounting, including experience at the international level, within an international organization or an operational field mission;
• Demonstrated managerial and organizational skills, flexibility and an ability to work under pressure;
• Excellent communication and drafting skills; demonstrated public relations skills and diplomacy/tact in all dealings;
• Computer literacy with practical experience in Microsoft packages; and knowledge of Enterprise Resource Planning (ERP) Systems (e.g. Oracle);
• Possession of a valid driving license and ability to drive using manual transmission;
• Professional fluency in English with excellent oral and written communication skills; working knowledge of Russian and/or Tajik languages is desired;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

 

Remuneration Package:

Monthly remuneration subject to social security deductions is about US$ 5343.42 to which is added Board and Lodging Allowance (currently EUR 122 per day subject to change without prior notice). Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Appointments are made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/. 

 

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

 

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

 

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

 

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

 

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

 

Please be aware that the OSCE does not request payment at any stage of the application and review process.